MEDIA & Production POLICY OVERVIEW
I. GENERAL PROCEDURES FOR MEDIA & PRODUCTION TEAM REQUESTS:
Step 1: All requests for promotions, sermons slides or sermon graphics must be submitted on electronic forms via www.restorecity.church/media.
• All content must go through the following procedures:
I. A Leader/ Pastor must put all requests for an event/ content on the same request form so that an overall view of the event/ content can be seen.
ii. Requests that include sermon slides, sermon graphics, pulpit announcement, video, in- service print materials or presence on the web home page require approval from the Creative Arts Director or the Pastor giving the sermon.
iii. Once approval is received, the Media Team will work with Leaders/ Pastors to develop a schedule and an execution strategy.
Step 2: As the calendar permits, the Media Director will assign projects to appropriate members of the media staff. Leaders/ Pastors are encouraged to keep to the schedule and maintain ongoing communication, especially for unforeseen updates or changes.
Special Instructions/ Notes:
a. The Media Team will proof all materials for spelling and grammatical accuracy; however, each Leader/ Pastor is responsible for proofing, especially for accuracy of information (such as correct verses, songs, dates, room numbers, titles, etc.).
b. All finished projects/ content are subject to the final approval of the Creative Arts Director before they are released by the Media Team. The Leader (or Media Team) is responsible to get this approval.
c. Cost:
I. Only the actual cost for any materials needed to complete a publication or video will be charged to the appropriate department through the business office.
ii. All materials printed by outside vendors require financial approval from the Creative Arts Director.
II. DEADLINES:
1. ONE-WEEK DEADLINE: Sermon keynote, sermon graphics, prop requests, new song entry and or any other Sunday production requests.
2. TWO-WEEK DEADLINE: Recorded Media Duplication, keynote announcements, pulpits, posters, banners, website, enews and any other graphic design materials.
3. SIX-WEEK DEADLINE: Videos and some website requests
PROMOTION OPPORTUNITIES
I. WEBSITE CONTENT – TWO- OR SIX-WEEK DEADLINE
1. Website content is used to communicate events, ministry information, etc., to visitors, the congregation, and anyone visiting Restore City Church’s website at www.restorecity.church
2. Promotion on the website is available in the following ways:
a. Listing on events page (added by ministry)
b. Graphic on home page loop (only for major events)
c. Unique website created for event (requires six weeks notice for completion)
3. If you have a special request (not listed above) that is related to the website, please contact the Media Director.
II. KEYNOTE ANNOUNCEMENTS (lobby slideshow) – TWO-WEEK DEADLINE
Keynote announcements use graphics and are concise descriptions that include specific details such as who, what, when, where, etc., of upcoming events that departments would like promoted on Keynote slides. Keynote announcements run on a continuous slide show before services. In concordance with your ministry, the Media Team will use its discretion to determine what text appears on slide.
III. ENEWS – TWO-WEEK DEADLINE
An enews blast is intended to go to a target audience. Once the ministry supplies a graphic, text and a requested send date, the Media Team will assemble the email and send through Constant Contact. Only approved events can go to the all-church list.
IV. POSTERS & BANNERS – TWO-WEEK DEADLINE
1. Posters are for indoor use, including promotional posters, directional signs, etc.
2. Once the posters are printed, each department is responsible for purchasing the foam core, mounting their posters, and/or setting them on easels.
3.You can request that your posters be hung on the wall boards surrounding the Life Center. The Media Team will hang these posters for you.
• This option is pending availability of the bulletin boards. This decision will be made by the Creative Arts Director. Posters cannot be hung on any wall at any time.
4. Banners are produced on reinforced vinyl for mostly outdoor use.
5. The Maintenance Department can hang large banners that require a lift, but they require ample notice.
6. All posters include a charge of $0 per linear foot, and all banners include a charge of $0 per linear foot.
7. POSTER/ BANNER TIME REQUIREMENTS (time to complete) --between 3 - 5 days each
V. PUBLICATIONS
1. Major Publications (three-week deadline)
Major publications include booklets, prayer guides, etc. These pieces are generally outsourced.
a. These pieces require the following timeline:
i. Concept/graphics: three weeks out
ii. Finalized content: two weeks out
iii. Final approval: one week out
b. Once the Media Team has completed a final proof, the requesting ministry is responsible for obtaining approval from the Creative Arts Director. The piece will not be sent to the printer until approved.
2. Minor Publications (two- or three-week deadline)
Minor publications include any support print piece that is either printed in- house or outsourced. Some of these print materials include brochures, flyers, tickets, booklets, postcards, inserts, etc.
• These pieces require a two-week deadline. If you want the printing of your piece outsourced, then a three-week deadline is required.
A. TIME REQUIREMENTS (time to complete):
1. booklets
a. existing template: 15 hrs
b. non-existing template: 25-30 hrs
2. brochures: 1-3 hrs
3. handouts/inserts/postcards: 30 min – 2 hrs
B. COSTS (based on 8.5 x 11 sheet)
1. Printed (in house)
a. $0/ sheet, text coverage
b. $0/ sheet, full ink coverage
2. Printed (outsourced)
a. $0 /sheet, no matter what ink coverage
VI. RECORDED MEDIA DUPLICATION — TWO-WEEK DEADLINE
The Media Team is available to create duplications of media. This can include weekend services or departmental events that were recorded.
• The request to record a special service should be made through the Media Director.
VII. PHOTO/ VIDEO COVERAGE
Volunteer photographers/ videographers can be made available to cover a ministry’s event. This service is based upon the availability of volunteers.
1. The Media Team cannot guarantee that every request will be filled. Your ministry will be notified if a photographer/videographer is available to shoot your event.
2. These people are volunteers, which means that many of them are not at a professional level. The quality of photo/video you receive will depend upon who is available.
3. Requests for photo/video coverage should be made for larger events in your ministry. Please do not request coverage for every event.
4. If we are unable to secure a photographer/videographer for your event, then you have the option of paying someone to be there. The Media Team can suggest a few people who would provide quality coverage at an affordable price.
There is no specific deadline for submitting a request for a photographer/ videographer. The sooner you request one, the better chance you have of getting one.
VIII. PULPIT ANNOUNCEMENT REQUEST – TWO-WEEK DEADLINE
1. Pulpit announcements are concise descriptions that should include specific details of an event such as who, what, when, where, how to respond, etc. Pulpit announcements are given by a pastor during a service (on Wednesday nights and Sunday mornings) and are accompanied by a Pro-Presenter slide.
2. An appropriate Pulpit Announcement is an all-church event that requires a response process (i.e. registration through sign-up booths, the website, etc.). Special consideration will be given to key departmental events but limited to two events per year that target large populations of our congregation.
3. Each department is limited to one Wednesday Pulpit Announcement and one weekend Pulpit Announcement. The Creative Arts Director and/or Media Director must approve all Pulpit Announcements.
4. In regards to approval, a pulpit announcement is considered equal to an in-service video. A department cannot have a pulpit announcement and a video on the same weekend.
IX. VIDEO ANNOUNCEMENTS/ PRODUCTION – ONE - SIX-WEEK DEADLINE
1. Video announcements highlight and promote special events, including specific details of events (who, what, where, when, etc.). Video announcements run during the service and are to be no more than two minutes long.
2. At the time the video announcement is requested, the ministry should submit any scripts, ideas, footage, graphics, etc., to the Media Director. If footage is provided, the ministry will be expected to provide a shot list with time codes. Depending on the type of video, the ministry will also be expected to provide one or more of the following:
a. Voiceover
b. Script or outline
3. Once the Media Team has finalized the video outline and voiceover, the requesting ministry is responsible for obtaining approval from the Creative Arts Director. The video will be put on hold until approved.
4. In regards to approval, an in-service video is considered equal to a pulpit announcement. A department cannot have a video and a pulpit announcement on the same weekend.
5. The Media Team will shoot footage and create your video. We will schedule a viewing time for your approval no less than one full week before the show date. Corrections/ changes to your request will be made and returned to you for approval. Requested changes should not stray from agreed-upon concept unless approved by the Creative Arts Director.
6. Production of videos that are not for all-church use will be granted by the Media Director, in conjunction with the Creative Arts Director, based upon the Media Team’s production scheduling and availability. Once the request is approved, you will be notified by the Media Team with a scheduled date of showing.
7. The Media Team is required to follow copyright laws.
8. Video requests should follow the following timeline:
i. Six weeks out: request made, concept/ graphics communicated
ii. Five weeks out: content given to Media Team, voiceover written
iii. Two weeks out: proof shown to department iv. One week out: final approval received
9. VIDEO TIME REQUIREMENTS (time to complete):
a. Graphic video ~ 40 hr
i. Pre-production: 5-10 hr
ii. Recording: 1hr
iii. Editing: 20-30 hr
b. Footage video (Testimony/ information) ~ 25-60 hr
i. Preproduction: 5-10 hr
ii. Recording: 5-20 hr
iii. Editing: 15-30 hr
